RFQ-19NL80-25-Q-0012 - PMSC - Fuel Systems SOW The Hague.pdf

SBU - CONTRACTING AND ACQUISITIONS SBU - CONTRACTING AND ACQUISITIONS SBU - CONTRACTING AND ACQUISITIONS

EMBASSY OF THE UNITED STATES OF AMERICA

John Adams Park 1, 2244 BZ Wassenaar, The Netherlands

January 17, 2025

Dear Prospective Offeror:

SUBJECT: Solicitation Number RFQ:19NL80-25-Q-0012

The Embassy of the United States of America invites you to submit a proposal for Fuel System Preventive Maintenance Services at the U.S. Embassy The Hague, The Netherlands.

A site visit is scheduled on January 30, 2025, at 10 A.M. local time at the U.S. Embassy, The Hague (John Adams Park 1, 2244 BZ Wassenaar). Prospective offerors should contact TheHagueGSOProcurement@state.gov no later than 4 P.M. local time on January 27, 2025, for additional instructions to arrange access to the building.

Submit your quotation by email to The Contracting Officer: Jonathan P. Wedd, Thehaguecontracts@state.gov , indicating the solicitation number: 19NL80-25-Q-0012 on or before: 4 P.M. local time on February 18, 2025. No proposal will be accepted after this time.

For a quotation to be considered, you must also complete and submit the following:

1. Completed Standard form “SF-1449.”

2. PRICE /FINANCIAL PROPOSAL

The U.S. Government intends to award a responsible company submitting a technically acceptable proposal, with the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so. Prior to contract award, the successful quoter will be required to have a DUNS number and be registered in SAM/COR through the following sites: DUNS – www.dnb.com and SAM/CCR www.sam.gov.

Direct any questions regarding this solicitation to Daniel Sinot by e-mail:

Thehaguegsoprocurement@state.gov or by telephone +31(0) 70 – 310 2218 during regular business hours.

Sincerely, Jonathan P. Wedd

Contracting Officer mailto:TheHagueGSOProcurement@state.gov mailto:Thehaguecontracts@state.gov http://www.dnb.com/ http://www.sam.gov/ mailto:Thehaguegsoprocurement@state.gov

AUTORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15006312

PAGE 1 OF 70 PAGES

2. CONTRACT NO. 3. AWARD/ EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

19NL8025Q0012

6. SOLICITATION ISSUE

DATE

01/17/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Daniel Sinot

b. TELEPHONE NUMBER(No collect calls) +31(0)70 310 2218

8. OFFER DUE DATE/

LOCAL TIME

02/18/2025 / 16:00

9. ISSUED BY CODE NL800 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

EDWOSB EMERGING SMALL BUSINESS

AMERICAN EMBASSY THE HAGUE

John Adams Park 1, 2244BZ Wassenaar, ATTN:

GSO/PROCUREMENT

THE HAGUE 2244 BZ

NETHERLANDS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS 8 (A) SIZE STANDARD:

13b. RATING11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY THE HAGUE

John Adams Park 1, ATTN: The Hague GSO Wassenaar 2244 BZ

NETHERLANDS

AMERICAN EMBASSY THE HAGUE

John Adams Park 1, 2244BZ Wassenaar, ATTN: GSO/PROCUREMENT

THE HAGUE 2244 BZ

NETHERLANDS

CODE FACILITY

CODE

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY THE HAGUE

John Adams Pk 1, 2244BZ Wassenaar The NL, ATTN: FMC Wassenaar

NETHERLANDS

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _ __ COPIES

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _ _______________ OFFER DATED

_ __________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

STATEMENT OF WORK

PREVENTIVE MAINTENANCE SERVICE CONTRACT

RFQ:19NL80-25-Q-0012

FUEL MANAGEMENT SYSTEM

U.S. Embassy The Hague, Netherlands

John Adams Park 1 2244 BZ Wassenaar

JANUARY 17, 2025

United States Department of State

OVERSEAS BUILDING OPERATIONS

TABLE OF CONTENTS

Section Page

1. DESCRIPTION

2. PRICING

3. NOTICE TO PROCEED

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

5. HOURS OF PERFORMANCE

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

7. SCHEDULED PREVENTIVE MAINTENANCE

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

9. SOFTWARE, LICENSES AND PASSWORDS

10. DELIVERABLES

11. INSURANCE REQUIREMENTS

12. LOCAL LAW REGISTRATION

13. QUALITY ASSURANCE PLAN (QAP)

14. TRANSITIONS/CONTACTS

15. SUBMISSION OF INVOICES

Attachments:

Exhibit A – Statement of Work Exhibit B – Equipment List

1. DESCRIPTION

The U.S. Embassy in The Hague requires Preventive Maintenance Services for the Fuel Management System. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. If this work is to be performed on systems accessing the PCC/CAA areas of the building. Please see section

6.2.3 for security requirements.

1.1. Type of Contract

This is a firm fixed price contract. Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

1.2. Period of Performance

The contract will be for a period of one-year, with a maximum of four (4) one-year optional periods.

2. PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).

FAR 52.225-17: Evaluation of Foreign Currency Offers.

If the Government receives offers in more than one currency, the Government will evaluate offers by converting the foreign currency to United States currency using the exchange rate used by the Embassy in effect as follows:

(a) For acquisitions conducted using sealed bidding procedures, on the date of bid opening.

(b) For acquisitions conducted using negotiation procedures-

(1) On the date specified for receipt of offers, if award is based on initial offers; otherwise

(2) On the date specified for receipt of proposal revisions.

(End of Clause)

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.)

CLIN Description Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year (€)

Storage tanks maintenance (day tanks and underground tanks)

Annual

Fuel pumps and fuel control panel maintenance

Annual

Total Base Year

Equipment

Type of services

No. of service

Unit price / service

Total per year (€)

Storage tanks maintenance (day tanks and underground tanks)

Annual

Fuel pumps and fuel control panel

Total Option Year 1

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.

2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract and continuing for a period of 12 months

No. of service

Unit price / service

Total per year (€)

Storage tanks maintenance (day tanks and underground tanks)

Annual

Fuel pumps and

Total Option Year 2

No. of service

Unit price / service

Total per year (€)

Storage tanks maintenance (day tanks and underground tanks)

Annual

Fuel pumps and

Total Option Year 3

2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract and continuing for a period of 12 months

2.6. Total for all years: Base Year (€) ______________

Option Year 1 (€) ______________ Option Year 2 (€) ______________ Option Year 3 (€) ______________ Option Year 4 (€) ______________

TOTAL (€) ______________

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

No. of service

Unit price / service

Total per year (€)

Storage tanks maintenance (day tanks and underground tanks)

Annual

Fuel pumps and

Total Option Year 4

Repair Labor Rates:

Base Year: €/hr. ______________ Option Year 1: €/hr. ______________ Option Year 2: €/hr. ______________ Option Year 3: €/hr.______________ Option Year 4: €/hr. ______________

3. NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed.

The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The American Embassy The Hague requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

1. Equipment Description: see Exhibit B below this SOW

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

• The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

4.3. Performance Standards

The fuel management system shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5. HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00AM and 4:30 PM Monday through Friday. No work shall be performed on US Government and local holidays. Below is a list of the holidays.

Mission the Netherlands Public Holidays:

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this

Holiday:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Good Friday Easter Monday Liberation Day Memorial Day Ascension Day Whit Monday Juneteenth Independence Day Labor Day Columbus Day Veterans’ Day Thanksgiving Day Christmas Day Boxing Day

Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract. No technician will be allowed on site without prior authorization.

Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the Facility Manager at least one (1) week prior to the visit.

6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

6. 3 Security Clearances. All Work locations under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager (FM) or the General Services Officer (GSO).

6.4 Standards of Conduct

6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.3 Neglect of Duties. Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting.

Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.

i.Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7. SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

7.1.2. The Contractor shall inventory, supply and replace expendable parts (e.g., filters, cables, bolts, gaskets, etc.) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, filters (Air, Fuel, Oil), grease, sealant; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved.

7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4. Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

7.1.5. Stocking of recommended repair parts is at the discretion of the Facility Manager and is dependent upon the nearest location of the Equipment manufacturer, distributor or dealer. A recommended spare parts list shall be obtained by the contractor from the manufacturer or distributor and provided to the Facility Manager to procure.

7.1.6. Parts/materials/tools procurement and delivery for the CAA/PCC areas shall be at the discretion of the Regional Security Officer (RSO).

7.2 Checklist Approval. The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to perform. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW.

7.2.2. It is the responsibility of the Contractor to perform all manufacturers recommended preventive maintenance including preventive maintenance recommended by the manufacturers’ technical manuals for the respective equipment.

7.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers. These binders shall be placed in a location accessible to post personnel to review as needed.

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g.

hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), bolts, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 7.1.2.

8.2 Repairs are not included in this contract. See 7.1.3. Exclusions.

8.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9. SOFTWARE, LICENSES AND PASSWORDS

Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work.

10. DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing following:

a) System information (make, model, all device types)

b) Pass/Fail of each feature and type of component tested. If a device fails, note device type, address and location within Post

c) Any comments on system (or device) condition pertaining to service life and dependability.

d) Full printout of test from system printer

e) Testing of exhaust gas by Gas Analyzer

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel (#6.2)

1 30 days after contract award

COR

Certificate of Insurance (#11.2) 1 30 days after contract award

CO

PM Checklist signed by Contractor’s employee (#7.2.1)

1 After completion of each maintenance service

COR

Invoice (#15) 1 After completion of each maintenance service

COR

11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract.

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Bodily Injury $ 1.000.000 per occurrence $ 2,500,000 Cumulative

Property Damage $ 1,000,000 per occurrence $ 2,500,000 Cumulative

Workers’ Compensation and Employer’s Liability

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

12. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

13. QUALITY ASSURANCE PLAN (QAP).

13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

Performance Objective SOW Para Performance Threshold Services.

Performs all services set forth in the Statement of Work (SOW)

1 thru 12 & Exhibit A

All required services are performed and no more than one (1) customer complaint is received per month

13.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

13.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4. Procedures.

13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.

13.4.2 The COR will complete appropriate documentation to record the complaint.

13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

13.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available.

The COR shall determine how much time is reasonable.

13.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

13.4.6 If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor shall notify the COR. The COR will review the matter to determine the validity of the complaint.

13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

13.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

14. TRANSITIONS/CONTACTS

Within 15 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

14.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor

COR: Generator Technician (Contact Details to be provided upon award of the contract)

The PCO Post Control Officer and Assistant COR will be the contractor’s point of contact at the U.S. Embassy. (Contact details to be provided upon award of the contract.) All questions concerning coordination of service activities while at post shall be directed to the PCO, with weekly reporting to the COR:

PCO – Engineer and Post Control Officer (PCO) Contact details to be provided upon award of the contract.

15. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any.

No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to:

Netherlandsinvoice@state.gov mailto:Netherlandsinvoice@state.gov

Exhibit A - - STATEMENT OF WORK

FUEL MANAGEMENT SYSTEM

I. GENERAL INFORMATION:

The United States Embassy in US Embassy The Hague requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s fuel management system.

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK.

The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details

III. GENERAL REQUIREMENTS:

The contractor shall provide the labor and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for fuel pumps and fuels storage tanks. The contractor shall confirm on-site manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK - - FUEL MANAGEMENT SYSTEM PREVENTIVE MAINTENANCE

The contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include fuel pumps, fuel storage tanks, start and transfer systems, as well as control and monitoring systems. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

2. Fuel, oil, fluids, filters and preventive maintenance parts shall be provided at the expense of the U.S. Govt.

a. Only fluids which meet or exceed manufacturer’s specifications shall be used.

b. All fluids shall be delivered in original sealed containers.

3. The contractor shall provide emergency assistance for fuel system support, priced at an hourly rate, within 24 hours of being contacted by the COR.

If any discrepancies are found with the fuel management system that are not covered under this scope of work, the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

SAFETY & SPECIAL INSTRUCTIONS:

1. Use appropriate personal protective equipment (PPE) when performing work

2. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

3. Follow site safety procedures.

4. Entries into confined spaces are subject to AIT’s regulations. Any task requiring entry into a confined space must be approved by the Post Occupational Safety and Health Officer

(POSHO) PRIOR TO BEGINNING WORK.

5. Schedule maintenance with operating personnel and affected offices (security).

6. Follow approved lockout/tag out procedures.

7. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

8. Review and follow the manufacturer’s instructions.

9. Record results in the equipment history log.

10. Remove lockout/tag out in accordance with appropriate procedures.

11. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the following work shall be completed:

Notes:

• Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

• Laboratory report for all chemicals (fuel analysis) shall be submitted to the COR within 30 days from date of service.

Maintenance Interval Schedule

The purpose of this Statement of Work is to ensure the entire fuel management system for this facility is maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

Fuel Storage Tanks (Day Tanks)

A. Annual:

• Inspect tank for corrosion.

• Check for signs of tank leakage.

• Inspect all piping runs for damage and leakage

• Sample fuel and test quality.

• Check floats and leveling devices in tank. Check float adjustment with depth level indicators.

• Inspect fuel tank fire protection devices.

• Inspect berms around fuel storage tank for erosion.

• Clean breather vents, conservation vents, vacuum vents, pressure vents, non-freeze draw valves and flame arrestors where appropriate.

• Inspect vapor recovery line for deterioration.

• Verify all locking devices are in place.

• Run pump and check operation.

• Calibrate and adjust fuel oil pressure.

• Inspect fuel strainer and clean as needed.

• Inspect tank electrical grounds for breaks and loose fittings.

• Validate operation of automatic controls including leak and level detection.

Fuel Storage Tanks (Under Ground)

• Inspect all piping runs for damage and leakage.

• Inspect manhole gaskets.

• Sample fuel and test quality.

• Check floats and leveling devices in tank. Check float adjustment with depth level indicators.

• Inspect fuel tank fire protection devices.

• Clean breather vents, conservation vents, vacuum vents, pressure vents, non-freeze draw valves and flame arrestors where appropriate.

• Inspect for residual buildup; ensure floats move freely.

• Check float adjustment with depth level indicators.

• Verify all locking devices are in place.

• Run pump and check operation.

• Calibrate and adjust fuel oil pressure.

• Validate operation of automatic controls including leak and level detection.

• Compare inventory probe readings against stick measurements.

• Clean sensors if possible.

Fuel Pumps

• Check for leaks on discharge piping and seals, etc.

• Inspect electrical wiring for damage.

• Check pump and motor operation for vibration, noise, overheating, etc.

• Check alignment and clearances of shaft and coupler.

• Tighten or replace loose, missing, or damaged nuts, bolts and screws.

• Lubricate pump and motor as required.

• Clean pump, motor and surrounding area.

• Verify pump is pumping at capacity by measuring the time required to transfer a specific volume of fuel.

• Measure and record voltage at the pump and actual current draw and compare to nameplate readings.

Fuel Panel Control

• Power down unit.

• Inspect panel components and relays for damaged wires, frayed insulation or signs of overheating.

• Tighten loose connections as required.

• Clean out dust and debris from inside the control panel and reassemble.

• Test all sensors. Test discriminating sensors with both water and fuel. Clean all sensors.

• Pull probes and inspect for damage.

• Clean probe shaft.

• Test and recalibrate probes as necessary in comparison with manual gauging on the tank with the tank calibration chart.

• Check that Fuel Pump Controller levels match those of the Leak and Level Monitoring

System.

• Perform operational test of control panel functions.

• Test remote alarm panels at remote fill.

• Ensure proper operation of remote displays.

• Test operation of all inputs and outputs.

• Verify system configuration and test battery backup.

• Verify that all alarm, control and communication circuits operate correctly.

• Record all results.

Exhibit B.

Equipment List: (list pumps, day tanks and other related equipment to be serviced or maintained)

END OF STATEMENT OF WORK

Location Description Brand type/model Asset type

Site Compound Pump, U-DT-1 (Fuel oil return) 1953 liter PRYCO PY600UL Day Tank

Site Compound Pump, U-DT-2 (Fuel oil return) 591 liter

CONTAINMENT

SOLUTIONS INC

PDTR-

200140146 double wall

Day Tank

Site Compound Pump, N-DT-1 (Fuel oil return) 600 liter ? ? Day Tank

Site Compound U-FP-1 Firepump tank Highland Tank and FMG CO

MH5086-2

double walled

Day Tank

Site Compound TANK, FUEL UST-1 (DIESEL) 56.000 liter

CONTAINMENT

SOLUTIONS INC

DWT-6 TYPE

2 (8") 15000

Tank, Fuel, Underground

Site Compound TANK, FUEL UST-2 (DIESEL) 15.000 liter

CONTAINMENT

SOLUTIONS INC

DWT-6 (6)

Tank, Fuel, Underground

Site Compound Fuel control system Pneumercator TMS 4000 Fuel control system

CLAUSES FOR PURCHASE ORDERS AND BLANKET PURCHASE AGREEMENTS

AWARDED BY OVERSEAS CONTRACTING ACTIVITIES

(Current thru FAC 2025-01, effective 11/2024)

COMMERCIAL ITEMS

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This purchase order or BPA incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: Acquisition.gov this address is subject to change.

DOSAR clauses may be accessed at: https://acquisition.gov/dosar

FEDERAL ACQUISTION REGULATION (48 CFR CHAPTER 1) CLAUSES:

NUMBER TITLE DATE

52.204-7 SYSTEM FOR AWARD MANAGEMENT NOV 2024

52.204-9 PERSONAL IDENTITY VERIFICATION OF

CONTRACTOR PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT

MAINTENANCE

OCT 2018

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY

CODE REPORTING

AUG 2020

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY

CODE MAINTENANCE

AUG 2020

52.204-25

PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT

NOV 2021

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

SEP 2023

52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS

NOV 2023

52.225-19

CONTRACTOR PERSONNEL IN A DIPLOMATIC

OR CONSULAR MISSION OUTSIDE THE UNITED

STATES

MAY 2020

52.227-19 COMMERCIAL COMPUTER SOFTWARE LICENSE DEC 2007

52.228-3 WORKERS’COMPENSATION INSURANCE JUL 2014

https://acquisition.gov/browse/index/far https://acquisition.gov/dosar

52.228-4 WORKERS’ COMPENSATION AND WAR-HAZARD

INSURANCE

APR 1984

52.232-40 PROVIDING ACCELERATED PAYMENTS TO

SMALL BUSINESS SUBCONTRACTORS

MAR 2023

52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS NOV 2024

52.246-26 REPORTING NONCONFORMING ITEMS AUG 2024

THE FOLLOWING CLAUSES ARE PROVIDED IN FULL TEXT:

CYBERSECURITY SUPPLY CHAIN RISK MANAGEMENT REQUIREMENTS (FEB 2023)

(a) Definitions. As used in this clause:

Covered article - The term "covered article" includes- (1)"Information and Communications technology" which means-

(i) any equipment or interconnected system or subsystem of equipment, used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the executive agency, if the equipment is used by the executive agency directly or is used by a contractor under a contract with the executive agency that requires the use of that equipment, or of that equipment to a significant extent in the performance of a service or the furnishing of a product.

(ii) computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources; however, does not include any equipment acquired by a federal contractor incidental to a federal contract.

(2) "Telecommunications Equipment", which means equipment, other than customer premises equipment, used by a carrier to provide telecommunications services, and includes software integral to such equipment (including upgrades).

(3) "Telecommunications Service", which means the offering of telecommunications for a fee directly to the public, or to such classes of users as to be effectively available directly to the public, regardless of the facilities used.

(4) “Cybersecurity Supply Chain Risk”, which means the risk that a person may sabotage, maliciously introduce unwanted function, extract data, or otherwise manipulate the design, integrity, manufacturing, production, distribution, installation, operation, maintenance, disposition, or retirement of covered articles to surveil, deny, disrupt, or otherwise manipulate the function, use, or operation of the covered articles or information stored or transmitted on the covered articles.

(b) Contractor Cybersecurity Supply Chain Risk Management Responsibilities. The Contractor shall take all prudent actions and comply with all Government direction (as identified in paragraph (c)) to regularly identify, assess, monitor, and mitigate cybersecurity supply chain risks when providing covered articles or services affecting covered articles to the Government.

The Contractor shall maintain artifacts that document its compliance with this paragraph and shall provide these artifacts to the Government within 48 hours of request.

(c) Supporting Government Cybersecurity Supply Chain Risk Assessments. The Government may perform a cybersecurity supply chain risk assessment at any time during contract administration to identity, assess, and monitor the cyber risks of the Contractor’s supply chain. The Contractor agrees that the Government may, at its own discretion, perform on-site assessments to collect information for the cybersecurity supply chain risk assessment. In performing the cybersecurity supply chain risk assessment, the Government may review any information provided by the Contractor, along with any other information available to the Government from public, unclassified, classified, or any other sources. Examples of information that the Government may collect for the cybersecurity supply chain risk assessment includes the following:

1. Functionality and features of covered articles, including access to data and information system privileges.

2. The user environment where a covered article is used or installed.

3. The ability of a source to produce and deliver covered articles as expected.

4. Foreign control of, or influence over, a source or covered article (e.g., foreign ownership, personal and professional ties between a source and any foreign entity or legal regime of any foreign country in which a source is headquartered or conducts operations).

5. Implications to Government mission(s) or assets, national security, homeland security, or critical functions associated with use of a source or covered article.

6. Vulnerability of Federal systems, programs, or facilities.

7. Market alternatives to the covered source.

8. Potential impact or harm caused by the possible loss, damage, or compromise of a product, material, or service to an organization’s operations or mission.

9. Likelihood of a potential impact or harm, or the exploitability of a system.

10. Security standards of the supplier as demonstrated by cooperation with assessments.

11. Security, authenticity, and integrity of covered articles and their supply and compilation chain.

12. Capacity to mitigate risks identified.

13. Factors that could lead to inability of the supplier to provide security updates.

14. Factors that may reflect upon the reliability of other supply chain risk information.

15. Any other considerations that would factor into an analysis of the security, integrity, resilience, quality, trustworthiness, or authenticity of covered articles or sources.

(d) Non-Destructive and Destructive Testing. The Government may engage in non-destructive and/or destructive testing of any information system, equipment, and software to determine whether it will negatively affect the security or performance of a Department of State information system.

(e) Novation Agreement Notice. FAR 42.1203 require Government approval of novation agreements. For proposed novation agreements for this contract, the Contractor shall provide any information requested by the Government regarding the proposed successor’s identity and information regarding its supply chain.

(f) Software Bill of Materials (SBOM) Requests. For software, within 10 business days of request by a Department of State representative, the Contractor shall submit a SBOM to a designated representative. This request may be requested on one (1) or more occasions and shall be delivered at no increase in contract price.

(g) SBOM Sharing Notice. The Contractor consents to the sharing of its SBOM data with other contractors, such as tool solution providers, for the sole purpose of mapping against known vulnerabilities.

(h) Notification procedures for cybersecurity supply chain events. When cybersecurity supply chain events occur, the Contractor must contact the Contracting Officer or his/her designee within 12 hours of the event.

(i) Subcontracts. The Contractor shall insert the substance of this clause in all subcontracts and other contractual instruments in support of this contract.

(j) Vulnerability Exploitability eXchange (VEX). The Contractor is required to notify the Department of any discovered software vulnerabilities within 12 hours. Within three (3) days, they shall provide a report using a VEX format.

(k) Attestation following Major Version Change. Critical Software, as defined by National Institute for Science and Technology (NIST) Guidance, that is provided by the Contractor or subcontractors and is modified during the contract’s period of performance by a major version change (e.g., using a semantic versioning schema of Major. Minor. Patch, the software version number goes from 2.5 to 3.0) requires a new self-attestation. For indefinite delivery contract vehicles, this self-attestation must be provided for all critical software available for ordering on the contract vehicle when the software is modified during the contract vehicle’s ordering period of performance by a major version change. The Contractor shall either (i) post the new attestation in a publicly available internet location within 15 days of the major version change and provide the COR, or Contracting Officer if a COR is not appointed, with the internet link or

(ii) shall contact the COR, or Contracting Officer if a COR is not appointed, and request the agency’s current software self-attestation form and submit it to the Government within 15 days of the major version change. The self-attestation form will contain the following elements: (i) the software producer's name; (ii) a description of which product or products the statement refers to including the number of the major version change; and (iii) a statement attesting that the software producer follows secure development practices and tasks consistent with NIST Guidance.

(End of clause)

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS-COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2024)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting…